Workplace Operations & Events Specialist

Ricoh Americas Holdings

1d•Onsite

About The Position

The Workplace Operations & Events Specialist coordinates and supports onsite meetings, conferences, training sessions, workplace events, and day-to-day office services while providing an exceptional customer experience. The role supports event logistics, meeting room setup and breakdown, workplace readiness, mail and shipping services, document services, and general workplace operations. It requires strong organization, attention to detail, professionalism, and a proactive approach in a fast-paced, customer-focused environment. This is a hands-on, physically demanding role involving frequent movement throughout the facility, lifting and moving equipment and furniture, preparing meeting spaces, and supporting events from start to finish. The specialist also assists with print production, mail services, shipping and receiving, and other office support functions. The work takes place in professional office, conference, and workplace services environments with frequent interaction with employees, visitors, customers, and vendors.

Requirements

High school diploma or GED.
1–2 years of experience in event coordination, workplace services, office operations, hospitality, conference services, customer service, or a related field.
Strong customer-facing experience in a professional environment.
Basic computer proficiency, including Microsoft Office applications.
Strong event coordination and organizational skills.
Excellent customer service and relationship-building abilities.
Professional verbal and written communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Strong attention to detail and follow-through.
Basic troubleshooting and problem-solving skills.
Ability to work independently with minimal supervision.
Ability to learn and operate office technology, production equipment, and workplace service tools.
Ability to understand and follow operational procedures and service-level commitments.
Ability to lift and carry up to 50 pounds on a regular basis.
Ability to move tables, chairs, carts, packages, mail bins, and workplace equipment as needed.
Ability to occasionally assist with moving equipment weighing up to 400 pounds using proper equipment and safety procedures.

Nice To Haves

Experience coordinating corporate meetings, conferences, workplace events, or employee programs.
Experience supporting conference centers, hotels, hospitality environments, or workplace services teams.
Experience operating production printers, copiers, scanners, or mailroom equipment.
Experience with shipping, receiving, and mail services.
A valid driver's license may be required based on site needs.
Working knowledge of shipping, receiving, mail processing, and document management procedures.

Responsibilities

Coordinate and support corporate meetings, conferences, training sessions, and special events from setup through breakdown.
Prepare conference rooms and meeting spaces, including furniture arrangements, room resets, audiovisual support, and workplace readiness activities.
Serve as a primary point of contact for meeting and event support requests.
Collaborate with customers, administrative teams, vendors, and leadership to ensure successful execution of meetings and events.
Provide exceptional customer service and respond to workplace service requests in a timely and professional manner.
Operate high-volume production copiers, scanners, printers, and related office equipment.
Perform document production, copying, scanning, imaging, binding, finishing, and quality control functions.
Conduct routine inspections and provide maintenance support to help ensure convenience copiers and office equipment are operational.
Troubleshoot basic equipment issues and escalate service requests to technicians when necessary.
Stock paper, toner, and other supplies to ensure equipment readiness.
Process incoming and outgoing mail, packages, courier deliveries, and shipping requests.
Perform shipping and receiving duties, including tracking, distribution, and inventory management.
Distribute mail, packages, office supplies, and other materials throughout the facility.
Maintain service logs, inventory records, meter readings, operational reports, and job tracking documentation.
Calculate charges for completed work and maintain associated records when required.
Respond to and coordinate customer service requests related to print, mail, shipping, and workplace support services.
Deliver completed work to designated customer locations within and outside the facility.
Support filing, records management, document archiving, and retrieval activities.
Assist with office moves, workspace reconfigurations, and building occupant relocations as needed.
Maintain organized, clean, and professional service areas.
Support hospitality services and reception coverage on an occasional basis.
Perform light facility support and workplace maintenance duties as assigned.
Travel between customer buildings or work areas as required.
Support Ricoh Service Excellence initiatives and ensure operational metrics and job data are accurately captured.
Perform additional duties as assigned.